Team Administrator

Pennine Care; Oldham; Remote; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Flexible working opportunities

Continued Professional Development

Staff wellbeing service

Staff discounts across retail, leisure

Job summary

Pennine Care NHS Foundation Trust is looking for an Administrative Assistant to support the Home Treatment Team. You will manage referrals, record data on PARIS and other systems, and handle clerical duties with care and discretion.

The role requires strong IT skills, excellent communication, and the ability to manage information securely. You will work with a multidisciplinary team across Greater Manchester and contribute to efficient patient care, meeting deadlines and supporting improving

Qualifications

• GCSE in English and maths or equivalent.
• NVQ 3 level or equivalent.
• Evidence of NHS experience or working in a healthcare admin environment.
• Significant administrative experience.
• Good communication skills (verbal and written).
• Able to handle confidential information with discretion.
• Familiarity with IT programmes and databases.

Responsibilities

• Provide comprehensive administration for referrals to the Home Treatment Team.
• Record referral information on PARIS and other systems; safeguard data.
• Collate information to enable effective referral management.
• Carry out general clerical duties: post, filing, scanning, photocopying.
• Manage post and telephone enquiries; provide advice using initiative.
• Order and maintain stationery for the team.
• Attend meetings and take accurate minutes as required.
• Support the team in day‑to‑day work and other duties as needed.

Skills

IT literacy

Communication skills

Discretion with sensitive information

Teamwork

Organisation

Education

GCSE English and Maths

NVQ Level 3

RSA II / ECDL

Tools

MS Office

PARIS system

Job description

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our#PennineCarePeople

Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application.

To provide efficient and effective administration support to the Home Treatment Team.
To undertake the administration of all referrals received into the team.
To ensure high standards are maintained at all times and that work is produced effectively and efficiently in accordance with the Trust’s policies and procedures.

Main duties of the job

• To undertake the comprehensive administration of all referrals received into the team.
• To ensure that all relevant referral information is recorded on PARIS and other relevant information systems and be responsible for the security of the information contained within these systems
• To collate all relevant available information to enable the effective management of referrals received by the team.
• To carry out general clerical duties including information gathering, dealing with internal and external post, filing, scanning, and photocopying documents.
• Deal with incoming postal and electronic mail as well as telephone enquiries and give advice wherever possible, using own initiative.
• To order and maintain sufficient levels of stationery and supplies for the Team.
• To deal with difficult telephone enquiries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner.
• To attend meetings as requested by the teams and to take accurate minutes, process and distribute them as necessary.
• To work with and support the Team in their day to day work.
• To undertake such other tasks that may be required from time to time by the professional staff within the Teams.

Working for our organisation

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our#PennineCarePeopleand do everything we can to make sure we’re a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

• Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
• Flexible working opportunities to support your work/life balance
• Access to Continued Professional Development
• Involvement in improvement and research activities
• Health and Wellbeing activities and access to an excellent staff wellbeing service
• Access to staff discounts across retail, leisure and travel

Detailed job description and main responsibilities

• To undertake the comprehensive administration of all referrals received into the team.
• To ensure that all relevant referral information is recorded on PARIS and other relevant information systems and be responsible for the security of the information contained within these systems
• To collate all relevant available information to enable the effective management of referrals received by the team.
• To carry out general clerical duties including information gathering, dealing with internal and external post, filing, scanning, and photocopying documents.
• Deal with incoming postal and electronic mail as well as telephone enquiries and give advice wherever possible, using own initiative.
• To order and maintain sufficient levels of stationery and supplies for the Team.
• To deal with difficult telephone enquiries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner.
• To attend meetings as requested by the teams and to take accurate minutes, process and distribute them as necessary.
• To work with and support the Team in their day to day work.
• To undertake such other tasks that may be required from time to time by the professional staff within the Teams.

Person specification

• GCSE in English and maths or equivalent
• Evidence of recent further development / training to NVQ 3 level
• NHS experience
• Significant administrative experience in a similar environment.
• Effective communication (verbal and written) skills in order to communicate with all levels of the organisation.
• Able to handle sensitive information with utmost discretion.
• Good interpersonal skills in order to liaise effectively with people at all levels.
• Able to work to deadlines and under pressure.
• Able to work independently, on own initiative without close supervision, and as part of a team.
• Capable of prioritising and organising own workload, achieving objectives within agreed timescales.
• Understanding of administrative processes.
• Understanding of confidentiality and data protection policies and procedures.
• Ability to utilise a range of IT programmes
• Ability to work flexibly and to prioritise workload
• Good verbal and written communication skills
• Ability to communicate with service users
• Ability to work as part of a team and individually
• Ability to competently use and modify a database
• Good organisational skills
• Ability to form productive working relationships with multi-disciplinary staff
• Must be flexible and willing to work across mental health services
• Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
• Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies
• RSA II / ECDL or equivalent
• Completion of PARIS Training
• Experience of managing telephone referrals
• Knowledge of mental health services.

We are aware of the increase in AI being used for job applications. AI can be a useful tool to assist in writing your application, but these tools may not understand the context or requirements of the job you are applying for and using for all your application will not be a true reflection of your skills and experience. Relying on AI for your whole application can negatively impact on your chances of success throughout the recruitment process as you will be asked to provide evidence to support what you have written. Take the time to proofread your application to ensure you can evidence what you have submitted, whether this is by your experience or certificates

We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the jobs events page on our website.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship.You can review the list of eligible role and requirements on the government website.

After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.

If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email

Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards . These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to Pennine Care NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

Once Checks Are Complete -

The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.

Pennine Care are committed to the ‘Get ahead on Flex’ pledge initiative to support the right to request flexible working for all colleagues. “We can work flexibly,as a modern and model employer, flexible and less than full-time working isn’t a barrier to progress in the NHS – it is commonplace.” To support a positive experience for all colleagues we are committed to considering all requests for flexible working, in line with service needs.

We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.

If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.

If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.

Please note:

• We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.

We may close this vacancy early if we receive a high volume of applications. If you have a disability or long‑term health condition and need extra time or adjustments to complete your application, please contact us as soon as possible. We will ensure you are not disadvantaged where a reasonable adjustment is appropriate.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

We may close vacancies early if we receive a high volume of applications. To ensure your application is considered, please apply as soon as possible.

Name Tracy Harrisson Job title North Division Acute Services Admin Manager Email address [e-mail] Telephone number 07877422193